Finance, Audit, Compliance and Review Committee Meeting Minutes - DRAFT - August 10, 2010

Virginia Department Of Game And Inland Fisheries

Informations

• Publié par: Acte
• Nombre de lectures: 36
• Langue: English

Extrait

Finance, Audit, Compliance and Review Committee

Meeting Minutes

4000 West Broad Street, Board Room

Richmond, Virginia

August 10, 2010

10:00am

Present:

Mr. J. Brent Clarke, III, Committee Chairman and Mr. Charles Yates;

Absent

:

Mr.

John Montgomery;

Executive Director:

Robert "Bob" W. Duncan;

Chief Operating Officer

:

Mr. Matt Koch;

Senior Leadership Team

:

Mr. Gary Martel, Mr. Charlie Sledd, Mr. Larry Hart,

Dr. Joice Conyers;

Internal Auditor

:

Mr. John Allen.

(

Listen: Call to Order and Welcome

)

The Chairman welcomed everyone and called the meeting to order at 10:00am.

A quorum was

present for this meeting.

Approval of May 6, 2010 Committee meeting Minutes

: (

Listen

) The Chairman called for a

motion to approve the minutes of the May 6, 2010 meeting minutes.

Mr. Yates made the

following motion:

Mr. Chairman, I hereby move the minutes of the meeting be approved as

submitted.

Motion Seconded and approved unanimously by the committee.

Yates and

Clarke.

Public Comments:

(

Listen

) The Chairman called for Public Comments.

Hearing none, the

Chairman moved forward with the agenda.

Committee Charter Review

: (

Listen

|

View Presentation

) The Chairman called on Mr. Matt

Koch, Chief Operating Officer to conduct the review of the Finance, Audit, and Compliance

Committee Charter.

The Charter set forth the duties and responsibilities of the Committee.

Mr.

Koch presented possible changes to the Charter as received by staff for the Committee's

consideration and discussion.

A discussion was held by the Committee, Director and staff.

Following the discussion, the Chairman indicated he would discuss the changes as presented with

Committee Member, Mr. John Montgomery and Board Chairman, Mr. Jimmy Hazel.

This item

will be carried forward to the next meeting for further consideration.

The Chairman thanked Mr. Koch for his presentation.

FY2010 Year End Financial Reports (Budget to Actual & Review):

(

Listen

|

View

Presentation

) The Chairman called on Mr. Gary Martel and Mr. John Moore to present the

FY2010 Year End Financial Reports (Budget to Actual & Review).

Mr. Martel stated during this

past fiscal year, the Agency demonstrated sound financial management practices.

Revenues were

0.27% below projections and Expenditures were 6.4% below budget.

A conscientious use of cash

balances to fund capital improvements had been made.

A discussion was held by the Committee, Director and Staff.

The Chairman thanked Mr. Martel

and Mr. Moore for their report.

FY2011 Budget Update

:

(

Listen

|

View Presentation

) The Chairman called on Mr. Gary Martel

and Mr. John Moore to present an update to the FY2011 Budget.

During the June Board

Meeting, the Board approved the FY2011 Budget.

Since that time, the Agency has incurred

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additional expenses during this fiscal year. External increases include nearly $500,000 in VITA

fee increases and $1,000,000 to fund a state-mandated 3% bonus for employees in December.

The Agency proposes to cover potential land acquisition projects by maximizing federal

reimbursement and using appropriate cash balances. This action will fully leverage all fund

sources.

A discussion was held by the Committee, Director and Staff.

The Chairman thanked Mr. Martel

and Mr. Moore for their report.

Future Funding Strategies

: (

Listen

|

View Presentation

) The Chairman called on Mr. Matt Koch

to present the Future Funding Strategies for the Agency.

Mr. Koch reported that the Director and

staff have been working with the Board Chairman and the Sportsman's Caucus on future funding

initiatives for the Agency.

The main focus of funding is to reduce legislative exemptions,

increase Board authority, and creating a more flexible, timely, and sustainable license fee

mechanism.

The Agency has broad awareness/support from the Board, current Administration and the Agency

Advisory Group made up of 36 external groups. Mr. Koch presented 3 pricing-models that would

work together to achieve these goals:

A CPI-Adjusted model for basic licenses; multi-year

discount model for lifetime licenses and formula-based model for special licenses. The

recommended next steps are to bring this forward from the Committee during the August Board

Meeting and pursuing legislative changes. A discussion was held by the Committee, Director and

Staff.

Following the discussion, the Committee recommended this presentation be given during the

August Board meeting during the Finance, Audit, and Compliance Committee Report.

The

Chairman also stated he would contact the Board Chairman to develop a work group to review

these initiatives.

The Chairman thanked Mr. Koch for his report.

Following this report the Chairman called for a 30 minute lunch break.

Following lunch,

the Chairman called for the remaining agenda items.

Small Purchase Charge Card Report

: (

Listen

) The Chairman called on Mr. John Moore to

present the Small Purchase Charge Card Report (SPCC).

Mr. Moore reported during this audit

period there were 3 minor findings that needed correction.

These have been addressed with the

supervisors and staff.

The Chairman thanked Mr. Moore for his report.

Internal Auditor's Report:

(

Listen

|

View Presentation

) The Chairman called on Mr. John Allen

to present the Internal Auditor's Report.

Mr. Allen reported 2 reports have recently been

completed:

Retest for Duplicate Travel Voucher Reimbursements and the IT Security Audit.

Mr.

Allen is currently auditing the Director's Office Expenditures for 7 months ending July 31, 2010.

A discussion was held by the Committee, Director and staff. The Chairman thanked Mr. Allen for

his report.

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Media Services Report:

(

Listen

) The Chairman called on Mr. Lee Walker to present the 4th

Quarter Media Services Report.

Mr. Walker gave the following report:

•

Approximately 135 media inquiries/interview

•

Major media issues during the quarter:

CWD Public Meeting and management strategies announced

Inquiries about boating fatalities

Inquiries about hunting fatalities

The proposed shooting range in Powhatan

Bears

The draft elk management plan

Operation Dry Water

•

12 news releases

•

Major Initiatives during the quarter:

CWD Communications Plan

Elk Communications Plan

Participation in both the Recreational Boating and Fishing Foundation grant

marketing to lapsed fishing license holders and the National Shooting sports

Foundation grant on evaluating lapsed hunting license buyers.

•

Outdoor Report is currently distributed to more than 29,400 email addresses.

•

Preparations for the Virginia Outdoor Sportsman Show

•

Video Productions, Website/Social Media

•

Publications

•

Marketing

2010 DGIF/RBFF Lapsed Angler Direct Mail Marketing Program

2010 Lapsed Hunter Direct Mail Marketing Program

•

Boating Safety Education.

A discussion was held on the report by the Committee, Director and Staff.

Following the

discussion, the Chairman recommended this report should continue to be made at the Education,

Planning and Outreach Committee Meetings in the future.

The Committee asked the Director to

take the necessary actions for this to occur.

The Chairman thanked Mr. Walker for his presentation.

Director's Report:

(

Listen

) The Chairman called on the Director for his report.

The Director

reported on the following items:

•

Possible Partnership - Archery in the Schools Program

•

Pilot Program with the Remington Outdoor Foundation

•

Possible Partnership - Trout Unlimited

•

SNR visit to Southwest Virginia

•

Virginia Outdoor Sportsman's Show

•

LDP Graduation - September 16, 2010

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The Chairman thanked the Director for his remarks.

Chairman's remarks

: (

Listen

) The Chairman thanked everyone for their presentations today and

he is looking forward to the next meeting

Additional Business:

(

Listen

) The Chairman called for additional business.

Hearing none, the

Chairman called for a motion to adjourn.

Mr. Yates made the following motion:

Mr. Chairman, Hereby move the meeting be adjourned.

Motion seconded unanimously by Mr. Clarke and Mr. Yates.

Meeting adjourned at 1:20pm.

Respectfully submitted,

Beth B. Drewery, Board Secretary

Board of Game and Inland Fisheries

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